B2 Phoenix Audio Visual SOW v05132021.docx

Scope of Work Audio Visual Equipment & Installations Phoenix Field Division

1.0 BACKGROUND

The Bureau of Alcohol, Tobacco, Firearms and Explosives (ATF) located in Washington DC, 99 New York Avenue NE., Washington DC 20226. ATF’s Headquarters, Realty and Facilities Management Branch (FMB) have a requirement for furniture product, delivery and installation to the ATF Phoenix Field Division, 40 North Central Ave Phoenix, AZ 9th and 10th Floor.

1.1 ORGANIZATION

The Facilities Management Branch (FMB) develops policies, standards and procedures relating to the acquisition, renovation, allocation, location and release of office, parking and storage space for 277 locations. FMB manages and operates three (3) ATF owned assets and construction of new owned facilities. The branch assists Bureau managers in developing space utilization plans. It provides a safe and healthy workplace environment free from recognized hazards; protects ATF personnel from potential occupational exposures and ensures ATF is environmentally safe.

FMB also prepares space plans and design intent documents; coordinates furniture acquisition/installation and security and voice/data installations, and manages the projects; conducts studies, as necessary, to ensure that office space is utilized in a cost-efficient and effective manner; prepares Bureau-wide procedures to ensure conformance with standards, and establishes internal controls; ensures uniformity necessary for the acquisition and disposition of space; acquires office, parking and special space necessary for Bureau operations; prepares the budget for acquisition and renovation of space nationwide by prioritizing Bureau requirements; and develops record keeping requirements for and maintains official records of real property in accordance with GSA, Justice Department, and Bureau policies.

2.0 Scope

The equipment outlined will be installed in offices, conference rooms, training rooms, and employee break rooms on both the 9th and 10th floors. It is up to the vendor to determine the staging area, and to provide an adequate work force to ensure that the required installation schedule is met. The target date for installation is early June 1, 2021. The scope of the work is as follows:

Training Room A:

· QTY 2- 75” TVs and required mounting accessories

· QTY 1- 65” TVs and required mounting accessories

· QTY 1- Touch Control Panel and associated accessories, connectors and cabling.

· QTY 1- Podium mic Training Room B:

· QTY 2- 75” TVs and required mounting accessories

· QTY 1- 43” TVs and required mounting accessories

· QTY 1- Touch Control Panel and associated accessories, connectors, and cabling.

· QTY 1 – Podium mic Breakroom

· QTY 1 43” TVs and associated connector cables ASAC Offices (2) & DIO Office (1):

· QTY 1 EA 55” TV and associated connector cables SAC Office

· QTY 1- 65” TVs and associated connector cables

· QTY 1- 55” TVs and associated connector cables VTC Room

· QTY 1- 65” TVs associated accessories and adequate room sound peripherals Conference Room (1) & IOI Huddle (1)

· QTY 1- 65” TV and associated connector cables Main Break Room

· QTY 1- 75” TV and associated connector cables Intel Comm Room

· QTY 1- 65” TV and associated connector cables

· Compatible sound bar, operating panel, and remote control 9th Flr Break Room & Extra Office

· QTY 2- 55” TV and associated connector cable. The office connector cable should be a one connect cable Main Conference Room

· QTY 1- 75” TV, associated connector cables, sound bar and digital projector Common Offices

· QTY 20- 50” TVs and associated connector cables

3.0 Objective:

Contractor shall provide all labor, materials, and equipment to install multimedia appliances as described in this Scope of Work. This project involves installing an Audio Visual System at Phoenix Field Division located at 40 North Central Ave. Phoenix, Arizona 85004 (9th & 10th Floor) The vendor will be responsible for installing a fully operational system at 40 North Central Ave. Phoenix, Arizona 85004 (9th & 10th Floor). The vendor will be responsible for all logistics and equipment for the installation at the proposed locations.

4.0 ABBREVIATIONS

· Administrative Officer Supervisor (ADMIN.OFCR,SPVR)

· Assistant Special Agent In Charge (ASAC)

· Attorney (ATT)

· Director of Industry Operations (DIO)

· Division Operations Officer (DOO)

· Senior Operations Officer (SOO)

· Special Agent (SAC)

· Public Information Officer (PIO)

5.0 TASKS GENERAL REQUIREMENTS

a) For this audio visual procurement and installation, the contractor shall be responsible for assessing, evaluating, verifying, and confirming the conditions of the building’s walls and ceilings, accessibility, site restrictions, parking, deliveries, loading dock, elevator, storage installation and staging, hours of availability/accessibility of all the above and any other conditions associated with, and which may affect cost of delivery and installation.

b) Contractor shall be responsible for any equipment relocations, and will be required to return the space in the prior condition at the completion of the project.

c) Contractor shall be responsible for all infrastructure, equipment necessary to provide complete multimedia solution outlined.

d) Contractor shall provide adequate operational instruction manuals for all AV systems installed.

e) Contractor shall provide pricing for maintenance/repair service plan for all AV systems & equipment (i.e. annually, bi-annual and quarterly) for a minimum of at least two years not to exceed 5 years.

f) Contractor shall provide pricing for optional phone tech support for all AV systems & equipment.

g) Contractor shall be responsible for the installation of several HD TVs in a variety of sizes ranging from 50” to 75” in multiple offices, break rooms, and conference rooms.

6.1 TASKS - DESIGN AND LAYOUT SERVICES

a) Contractor shall maintain consistency in the overall functionality of the audio visual equipment for this location.

b) The COR will approve final selection of equipment for the project. All equipment must match the approved order prior to sign off.

6.2 DEADLINES, DUE DATES AND ORDER DATE REQUIREMENTS

Audio Visual System Design Phase shall occur after award of the purchase order and will develop as follows:

a) Site surveys shall be scheduled through designated representative in order to meet the project schedule. Contractor shall contact Phoenix FD DOO Tim King via email at Timothy.King@atf.gov, Cell: 202-494-3004

b) Partial orders will not be accepted. Contractor shall be held accountable for missing components/pieces not delivered within 36 hours.

c) Contractors has an option to attend site visit during the allocated timeframe to submit a final proposal.

d) All equipment components shall be delivered and installed within 45 business days of receipt of award.

6.3 TASKS – DELIVERY AND INSTALLATION REQUIREMENTS

a) Installation should be considered a part of the full quotation that is required and shall be provided by the Contractor, upon request from the ATF COR.

b) Site Survey/Walkthrough: To verify equipment installation

c) Coordinate with (FMB) in Washington, DC and or the local ATF office, for loading dock, freight elevator information, building access, etc.

d) Check/verify site conditions prior to delivery.

e) Notify COR a scheduled delivery date as soon as it is determined based on the approved equipment plan.

f) Coordinate the final delivery dates with (FMB) in Washington, DC, at least 14 business days prior to the scheduled installation.

g) All equipment shall be delivered inside and set up (whether shipped with other products or shipped as a separate order) or as outlined on the purchase order.

h) Remove all trash, including all packing materials. If a dumpster is necessary, the contractor must supply a dumpster for trash removal as outlined on the project purchase order.

i) Administer all customary site preparation (e.g. wall, floor, and door protection).

j) The installation is considered complete with 95% accuracy of the product delivered. The installation must begin within 24 hours of delivery of the product to the site unless previously arranged.

k) Specify the anticipated length of time for installation of product for the field office.

l) Completed installation shall occur within 45 business days after final approval of the final equipment plan.

m) Punch List /Installation Reports must be completed and submitted to (FMB) following the last day of installation.

n) A schedule for “go-back” items (from this punch list/report) shall be coordinated and scheduled with ATF (FMB) Office within 5 business days after the installation inspection is completed.

o) Installation and delivery of all corrections/repairs shall take no more than 30 business days, from the day that ATF receives the official list.

p) Contractor shall comply with local union regulations, including the required electrician, etc., if union labor is required at a particular site.

q) All of the product shall have inside delivery and set up (whether shipped with other product or shipped as a separate order).

r) Contractor’s selected installer shall submit hard copies of ¼” scale cluster component plans for use at installations and punch list.

6.4 GENERAL EQUIPMENT REQUIREMENTS

a) The Contractor shall provide the Manufacture and Model for all conference and training rooms.

b) The Contractor shall provide the same setup in all conference and training rooms

6.5 EQUIPMENT REQUIREMENTS.

The scope of the work is as follows:

Training Room A:

· QTY 2- 75” TVs and required mounting accessories

· QTY 1- 65” TVs and required mounting accessories

· QTY 1- Touch Control Panel and associated accessories, connectors and cabling.

· QTY 1- Podium mic Training Room B:

· QTY 2- 75” TVs and required mounting accessories

· QTY 1- 43” TVs and required mounting accessories

· QTY 1- Touch Control Panel and associated accessories, connectors, and cabling.

· QTY 1 – Podium mic Breakroom

· QTY 1 43” TVs associated connector cables and required mounting accessories ASAC Offices (2) & DIO Office (1):

· QTY 1 EA 55” TV associated connector cables and required mounting accessories SAC Office

· QTY 1- 65” TVs associated connector cables and required mounting accessories

· QTY 1- 55” TVs associated connector cables and required mounting accessories VTC Room

· QTY 1- 65” TVs associated accessories ,adequate room sound peripherals, and required mounting accessories Conference Room (1) & IOI Huddle (1)

· QTY 1- 65” TV associated connector cables and required mounting accessories Main Break Room

· QTY 1- 75” TV associated connector cables and required mounting accessories Communications Room

· QTY 1- 65” TV associated connector cables and required mounting accessories

· Compatible sound bar, operating panel, and remote control 9th Floor Break Room & Extra Office

· QTY 2- 55” TV associated connector cable and require mounting accessories. The office connector cable should be a one connect cable Main Conference Room

· QTY 1- 75” TV, associated connector cables, sound bar, digital projector and required mounting accessories Common Offices

· QTY 20- 50” TVs associated connector cables and required mounting accessories

7.0 KICK OFF MEETING: Attend a kick-off meeting 5 days after contract award. Meet with the Contracting Officer’s Representative (COR) to discuss approach, policies, and procedure

8.0 DELIVERABLES

a) All electronic deliverables shall be prepared using Microsoft applications in formats selected by the Contractor unless specified otherwise in the Government Furnish Information (GFI). All deliverables shall be delivered to the COR and the Project Lead electronically.

b) The contractor shall make any noted corrections/revisions, within 5 business days, after government review and comment on deliverables. The COR, or the Project Lead, will review all draft and final deliverables to ensure accuracy, functionality, completeness, professional quality, and overall compliance with contract requirements. The Contractor shall ensure the accuracy and completeness of all deliverables.

c) The Government will consider errors, misleading statements, incomplete irrelevant information, excessive rhetoric, or repetition as deficiencies and the Contractor shall make corrections at no additional cost.

d) Marking and Delivery: The Contracting and Contracting Officer’s Representative (COR) will finalize the method in which deliverables are to be submitted and marked for delivery.

8.1 List of deliverables are indicated below.

7.0

Kick Off Meeting

N/A 3 days after contract award

6.0 (d)

Instruction Manuals for installed equipment

Paper and/or Electronic Copies

At completion of product installation.

6.0 (e)

Maintenance plan pricing

6.2 (c)

Final Equipment Installation plan

Word/Excel/PDF

5 days after site survey

6.2 (d)

Delivery & Installed

N/A 45 days of receipt of Award

6.3 (n) Installation Report and “go back” Correction/Repairs completed report

Word/PDF

Max.5 days

9.0 PERFORMANCE PERIOD:

The performance period for this contract shall be 60 calendar days from contract award to substantial completion. The Contractor shall commence all non-physical construction requirements of this contract; to include submittal of bonds and/or insurance documents, background investigation documents (as applicable), and material submittals within 10 calendar days after contract award. Notice to Proceed will be issued by the Contracting Officer upon acceptance of all required documents, submittals and receipt of Security clearances. Physical work shall only be allowed after the issuance of Notice to Proceed.

10.0 PLACE OF PERFORMANCE:

The primary place of work shall be at the ATF Phoenix Field Division, 40 N Central Phoenix, AZ

11.0 CONTRACT TYPE. The results of this contract will be firm fixed priced.

12.0 INSPECTION AND ACCEPTANCE

12.1 Inspection/Acceptance. Supplies or services delivered under this contract shall be inspected and accepted by the COR. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract.

12.2 The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance in accordance with the appropriate inspection and acceptance clause.

12.3 The basis for acceptance shall be compliance with the Requirements/objectives/constraints set forth in the contract, and other terms and conditions of the contract. Deliverable items rejected shall be corrected in accordance with the applicable clauses.

12.4 Acceptance Criteria. The COR will review all draft and final deliverables to ensure accuracy, functionality, completeness, professional quality, and overall compliance within the guidelines/requirements of the delivery order. The contractor shall ensure the accuracy and completeness of all deliverables. Errors, misleading or unclear statements, incomplete or irrelevant information, and or excessive rhetoric, repetition, and “padding”, shall be considered deficiencies and shall be subject to correction by the contractor, at no additional cost to the Government. The contractor shall make any noted corrections/revisions, within 5 business days, after government review and comment on deliverables. If the deliverable does not meet the noted criteria, the Government will return it.

12.4 Rejection Procedures. If the COR rejects any deliverables, that rejected document will be handled in the following manner:

12.5 After notification that deliverable did not meet the acceptance criteria, the Contractor shall resubmit an updated/corrected version within five (5) business days after receipt of Government comments.

12.6 Upon re-submission by the Contractor, the Government will reapply the same acceptance criteria. If the deliverable does not meet the acceptance criteria a second time, the Government might consider the Contractor as having deficient performance with respect to the subject task/subtask.

12.7 Any rework of rejected deliverables will be completed at no additional cost to the government.

12.8 No payments will be issued against rejected deliverables, until they are corrected and accepted by the government.

13.0 ATF POLICIES, PROCEDURES AND STANDARDS

The contractor shall conform to the following ATF guidelines, security requirements, and federal regulation and legislation throughout the life of the contract. ATF reserves the right to amend/upgrade these standards and internal guidelines, processes and procedures based on technological advances.

a. Minimum Database Security Requirements as prescribed by the ATF Information Systems Security Office (ATF ISSO)

b. NIST Special Publication 800-53

c. ATF Minimum Security Requirements for Contractor Off Site Labs

d. ATF Publication, 7500.1 Rules of Behavior and Customer Agreement for ATF Workstation Users

e. Section 508 of the Rehabilitation Act (29 U.S.C. 794d), Subpart B –

Technical Standards, 1194.21, Software Applications and Operating Systems, and 1194.22, Web-based Intranet and Internet Information and Applications, as it applies to this requirement